Request for Proposal: Subject Matter Experts (SME) in the area of Transformation Release Date: Wednesday, February 8, 2017 Deadline: Friday, March 3, 2017 Overview Who Are We? The Ohio Center for Autism and Low Incidence (OCALI), a project of the Educational Service Center of Central Ohio (ESCCO), is an organization that serves families, educators, and professionals working with students with autism and low-incidence disabilities, including autism spectrum disorder, multiple disabilities, orthopedic impairments, other health impairments, and traumatic brain injuries. Based on a respect for individuals with autism and low incidence disabilities and our belief in their right, need, and desire to achieve their full potential, OCALI's mission is to build state and system-wide capacity to improve their outcomes through leadership, training and professional development, technical assistance, collaboration, and technology. Further, we believe that families, as well as professionals, play a critical role in promoting the highest possible achievement of each child. To that end, we see connection and partnership with families as vital to the success of each individual at school and in the community. Statement of Purpose The purpose of this Request for Proposal (RFP) is to contract with subject matter experts (SME) in the area of Transformation with Ohio agencies between March 10, 2017 and June 30, 2017. SME would report to the Department of Developmental Disabilities, and OCALI would work as the liaison with DODD for logistics. Each SME would provide their own equipment (computer, etc.) for the work. What is Transformation? The effort to support citizens in leading full lives and finding belonging in their communities calls for innovation and action. Across the state, County Boards of Developmental Disabilities and private service providers are rising to the challenge of shifting service delivery models by developing and utilizing best practices for systems transformation. There are Four areas in the systems transformation process (1) assessment, (2) planning, (3) implementation, and (4) evaluation. The SME will assist provider agencies to cultivate a deeper understanding of different ideas, strategies, possibilities, and opportunities they can pursue, develop, or replicate within their own agency. The overall goal of this initiative is to connect with and learn from each other as we collectively continue the systems change process across Ohio. Qualifications Required and Scope of Work SME must: Have experience in the field of developmental disabilities. Have experience in the field of integrated employment and/or Community Integration for people with developmental disabilities. Exhibit proven experience in developing and delivering technical assistance and guidance to developmental disability provider agencies in conversion/transformation strategies, including the fiscal and programmatic aspects of systems change. Provide at least two examples of provider agencies that have benefitted from their provider transformation technical assistance or be recognized as a subject matter expert in provider
transformation by The U.S. Department of Labor s Office of Disability Employment Policy/Employment First State Leadership Mentoring Program. Additional Qualification: Ability to host virtual meetings and conduct virtual trainings Ability to independently travel within the state for meetings, consultation, and professional development when needed Innovative thinker, strong initiative, driven to complete projects, and ability to leverage resources while maintaining focus on the global organizational mission Self-directed professional, with strong analytical, organizational, and problem solving skills Communicates professionally and effectively, in writing and orally, with internal teams and external partners and/or customers Team player who values the success of the overall group Will consider collaborative efforts between individuals and/or agencies to meet all SME qualifications. The SME would fulfill both aspects of the scope of work listed below. SME Scope of Work (Transformation Event) Co-facilitate a one-day provider transformation summit in partnership with DODD. For participation $2,000 would be added to each SME contract. SME Scope of Work (Agencies) 1. Meet with key organizational staff, including executive leadership team, families and individuals with disabilities, board members, if applicable, and other stakeholders of a selected provider agency(ies) in the state of Ohio that has applied for provider transformation technical assistance to shift their business model from facility-based services to community based service. A minimum of one on-site technical assistance meeting to take place throughout contract duration and up to 40 hours of remote technical assistance (via phone conference or Web based meeting) to provider agency for ongoing technical assistance, trouble-shooting and support in transformation plan implementation throughout the contract duration. 2. Work with provider agency(ies) to conduct an analysis and assessment of their current organizational structure. 3. Develop a comprehensive transformation plan and include individualized financial and programmatic transformation strategies designed to better include competitive and integrated employment options or integrated day activities as a viable and sustainable funding stream. Plan to include timelines and benchmarks for action steps. Plan to be submitted within 60 days of initial on-site visit. Intellectual Property The Educational Service Center of Central Ohio (ESCCO) is the sole owner of all content and materials developed under this RFP. OCALI retains the distribution rights to any content or materials to exercise as it deems appropriate. Selected evaluators may not use, reuse, distribute, publish, or base derivative works upon such materials without the express, prior written consent of the ESCCO. Request for Proposal The ESCCO on behalf of OCALI seeks a proposal for SME in the area of Transformation. The ESCCO will contract with up to 10 SMEs. Collaborative efforts between individuals and/or agencies to meet all SME qualifications will be considered. Each SME who receives a contract as a result of this RFP process will be funded at the rate of $20,000.00 per agency they work with as part of this project. The hope is that each SME will work with at least 3 agencies. This is a request for competitive proposals for contracted personnel who will serve as SMEs. If a suitable offer is made in response to this RFP, the ESCCO on behalf of OCALI may enter into a contract to have the contractor perform all or part of the work. This RFP provides details on what is required to submit a proposal for the work.
Requirements for Proposal Preparation (Phase 1) Given the collaborative nature of the contractual work, all applicants must have the demonstrated ability to work seamlessly with teams to identify and leverage knowledge and resources. This section details the submission documents that are expected to be transmitted by the applicant to OCALI in response to this RFP. The submission will become the basis on which OCALI will judge the applicant s ability to perform the required services as laid out in the RFP. The proposal must communicate an understanding of the scope of the RFP, describe how the tasks are to be performed, and identify potential problems in meeting the deliverables as well as methods to identify and solve such problems. Phase 1: The proposal submitted in response to this RFP must include the following documents: 1. Technical Proposal: (Organize and label sections accordingly) A. Cover page, including individual or company name, contact information, individual or company biography and proposal summary, signed by the respondent; B. Project Narrative Plan: Communicates vision, commitment to scope of work, and approach to project management; C. Organizational Capacity: Resume and summary biography of the key personnel; D. Related Project Experience: Evidence of successful transformation work must be provided. A. You may either provide at least two examples of provider agencies who have benefitted from your provider transformation technical assistance including demonstration of ability to work collaboratively with client teams. OR B. Provide documentation that you are a recognized SME in provider transformation by the U.S. Department of Labor s Office of Disability Employment Policy/Employment First State Leadership Mentoring Program. E. Recommendations: Two professional references/letters of recommendation from two current clients. Current shall mean references for whom the vendor has performed work within the past 12 months. Organization name and contact information must be provided. 2. Work Sample: Provide at least two examples of work completed with provider agencies that have benefitted from your provider transformation technical assistance. Samples should include assessment, analysis, plan, etc. PLEASE NOTE: Responses must follow the prescribed format or they shall be deemed non-responsive. Incomplete or late responses may be removed from consideration. The cover page must be signed by the respondent; Proposals should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide complete presentation. Any proprietary material submitted with the proposal that is considered confidential by the bidder must specifically be so identified, and the basis for such confidentiality must be specifically set forth in the proposal. Submission of quote does not constitute any type of binding Agreement or Contract between ESCCO/OCALI and respondent. ESCCO/OCALI assumes no responsibility for any cost incurred in developing a response to this RFP. ESCCO/OCALI reserves the right to accept or reject responses to this RFP at its sole discretion. ESCCO/OCALI s decision is final with respect to the awarding of this Contract. Proposal Submission Email electronic copies of the proposals and work samples to Nathan Ticknor at nathan_ticknor@ocali.org. Please label clearly and submit each of the documents and work samples separately. The proposal and work samples must be received by Friday, March 3, 2017 by 3:00 pm. If submitting hard copies, please ensure each of the documents and work samples are enclosed in separate envelopes that are clearly labeled. A print version may be US Mailed or delivered to:
OCALI Transformation SME RFP 470 Glenmont Avenue Columbus, Ohio 43214 Questions about this RFP should be submitted in writing to nathan_ticknor@ocali.org by 3:00 pm on Wednesday, February 15, 2017. Please use the subject line Transformation SME RFP. Responses to received questions will be shared with all applicants. Request for Proposal: Phase 2 Selected applicants may be asked to interview with the Department of Disabilities (DODD) and OCALI. RFP Process Schedule Activity Date Release of RFP Wednesday, February 8, 2017 Final Date for Receipt of Questions by 3:00 pm Wednesday, February 15, 2017 Final Date for Official Responses to Questions Friday, February 17, 2017 Proposals Due by 3:00 pm EDT (Phase 1) Friday, March 3, 2017 Applicants Notified of Status/Next Steps Wednesday, March 8, 2017 Interviews Start-End (Phase 2) Wednesday, March 8, 2017 Wednesday, March 15, 2017 RFP Award(s) Announced Wednesday, March 15, 2017 Duties Contractor shall hold himself/herself/itself available to render, and shall render at the request of the ESCCO/OCALI, the services set forth in the scope of work above for the benefit of the ESCCO/OCALI. Contractor shall devote such time as may be reasonably required to perform Contractor s duties under the contract. Contractor will maintain, for the duration of the Contract, any certificate or license required by law to perform the services required by this RFP. Contractor shall perform all services with reasonable care, skill, and diligence as would normally be provided by an experienced consultant and in accordance with industry standards. Other Requirements Include Contractor must provide a W-9 with a valid EIN or be registered with the Ohio Secretary of State. Contractor must complete the Standard Affirmation & Disclosure Form to abide with Executive Order 2011-12K affirming no services of the contractor or its subcontractors under this Contract will be performed outside the United States. Contractor shall secure professional liability insurance and any other insurances required by law.
At the Contractors sole cost, Contractor shall maintain a comprehensive knowledge regarding evidence-based practices and systems practices leading to positive outcomes for students. Contractor shall, at all times during the term of this Contract and at Contractor s own expense, comply with all applicable federal, state, and local laws, rules and regulations, and shall maintain in force all licenses and permits required for performance under this Contract. Contractor shall be responsible for the purchase and use of all equipment necessary to perform the Services, except that ESCCO/OCALI may elect to provide Contractor access to a computer and/or computer network in order to facilitate Contractor s secure access to, and provision of, information related to the performance of Contractor s duties and to facilitate communication with ESCCO/OCALI. Any access to or use of ESCCO/OCALI computers or computer networks shall be subject to all ESCCO/OCALI policies governing such use by ESCCO/OCALI employees. Finding for Recovery Contractor represents that he/she/it is not subject to any unresolved findings for recovery resulting from an audit conducted by the Auditor of State between January 1, 2001 and the present time. Contractor further represents that neither the Contractor nor any of its principal officers are listed in the Auditor of State s database of persons subject to such findings. Evaluation Selection of Contractor will be based on the following criteria: Contractor s commitment to Work Scope Narrative response describing the Contractor s competence to perform the required services as indicated by the training, education, and experience of the Contractor s personnel, especially the training, education, and experience of the employee(s) who would be assigned to perform the services Ability in terms of workload and availability of qualified personnel to perform the required services competently and expeditiously Narrative response describing how Contractor would use its expertise to meet the deliverables and objectives outlined in the Scope of Work Evidence of successful implementation of services similar to the Scope of Work outlined, provided within the last 12 months. References: Past performances as reflected by the evaluations of previous clients with respect to factors such as control of costs, quality of work and meeting of deadlines; and other similar factors. The ESCCO/OCALI intends to select the Contractor submitting the proposal deemed by the ESCCO/OCALI to be in the ESCCO/OCALI s best interest. In making its selection, the ESCCO/OCALI may consider any other information, including information not requested in this RFP or not included in the proposals received. In the event the ESCCO/OCALI is unable to negotiate a satisfactory contract with the top ranked Contractor, the ESCCO/OCALI may terminate negotiations with that Contractor and enter into negotiations with the Contractor submitting the proposal ranked next best. This RFP is not and shall not be construed as an offer of a contract by the ESCCO/OCALI. Any contractual arrangement will be evidenced solely by a Contract authorized by the ESCCO/OCALI. Notification All applicants will receive notification of the awarded contract by Wednesday, March 15, 2017. Notification will be sent to the primary contact by email. The ESCCO/OCALI reserves the right to reject any and all proposals where the contractor takes exception to the terms and conditions of the RFP or fails to meet the terms and conditions, including but not limited to, standards, specifications, and requirements as specified in the RFP. The ESCCO/OCALI reserves the right to reject, in whole or in part, any and all proposals where the ESCCO/OCALI, taking into consideration factors including but not limited to, price and the results of the evaluation process, has determined that award of a contract would not be in the best interest of the ESCCO/OCALI or the state.
Past performances as reflected by the evaluations of previous clients with respect to factors such as control of costs, quality of work and meeting of deadlines; and other similar factors The supplies and/or services offered are not in compliance with the requirements, specifications, and terms and conditions set forth in the RFP; or Pricing offered is considered to be excessive in comparison with existing market conditions or exceeds the available funds of the state; or It is determined that award of a contract would not be in the best interests of the state The ESCCO/OCALI may award a contract in whole or in part to one or multiple contractors. Notice of any potential partial and/or multiple party award(s) shall be provided in the RFP.